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180320 Physician Recruitment MIN= Attendance: Chair Dave Beres Mayor Stephen Molnar David Calder, CAO, Town of Tillsonburg Sandy Jansen, CEO, TDMH Dr. Jamie Cluett Dr. Brian Holowachuk Dr. Gerry Rowland Lana White, Executive Assistant/Deputy Clerk, Town of Tillsonburg Regrets: Councillor Penny Esseltine Dr. Howard Lamb Lance Scott Lesley Ross, Recruitment Coordinator, TDMH 1. Call to Order The meeting was called to order at 1:15pm. 2. Adoption of Agenda Resolution Moved By: Dr. Rowland Seconded By: Mayor Molnar THAT the Agenda as prepared for the Physician Recruitment & Retention Committee meeting of March 20, 2018, be adopted. Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof Dr. Rowland declared an interest in regards to Agenda Item 5.1 (Dr. Johnson) Dr. Cluett and Dr. Holowachuk declared an interest in regards to Agenda Item 5.1 (Dr. Heeney) The Corporation of the Town of Tillsonburg PHYSICIAN RECRUITMENT & RETENTION Tuesday, March 20, 2018 12:00 noon Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Physician Recruitment & Retention Committee, Minutes – March 20, 2018 - 2 - 4. Adoption of Minutes of Previous Meetings – January 23, 2018 Resolution Moved By: S. Jansen Seconded By: Dr. Holowachuk THAT the Minutes of the Physician Recruitment & Retention Committee Meeting of January 23, 2018 be approved. Carried 5. General Business & Reports 5.1. Report CAO-18-01 – Physician Recruitment Incentive – Request for Reimbursement - Johnson and Heeney i) Correspondence from Tillsonburg Medical Clinic dated January 19, 2018 and February 9, 2018 (provided separately) ii) Tillsonburg Recruitment Agreement, with Dr. Johnson D.Calder and S.Jansen discussed housing as an incentive, and are supportive of the recommendation to add this to the incentive program. Assistance with housing will be for a maximum of 6 months. A dollar amount will be contained within the agreement. Resolution Moved By: Mayor Molnar Seconded By: Dr. Cluett THAT the Physician Recruitment and Retention Committee receive report CAO 18-01 Physician Recruitment Incentive - Request for Reimbursement; AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $24,238.71 for August, 2017 to January 2018 to the new recruit (Johnson) for clinic overhead costs; AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $829.42 to the new recruit for moving expenses; AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $7350.00 to the new recruit to cover housing costs for six months. AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $2990.00 to the Tillsonburg Medical Clinic to cover the costs to improve the physical plant to accommodate the new recruit; Physician Recruitment & Retention Committee, Minutes – March 20, 2018 - 3 - AND FURTHER THAT the attached Tillsonburg Recruitment Agreement form be signed by the CEO, CAO, the relevant medical clinic and the new recruit. Carried Resolution Moved By: Dr. Rowland Seconded By: Mayor Molnar THAT the Physician Recruitment and Retention Committee support reimbursement of $5,097.72 to the new recruit (Heeney) to cover housing costs for six months. Carried 5.2. Oxford County Physician Recruitment Update Dr. Rowland provided a verbal update, including changes to the website, expanding on- line and in-print advertising. If requests are received, they are passed on. The retirement program continues, and physicians planning to retire are encouraged to register. Any suggestions from Committee members are welcomed. 5.3. Hospital Clinic/Physical Plant for Future Recruits S.Jansen reported. It is recognized that there is limited space in current practices as well as in the hospital proper, for future recruits. The hospital owns the former dental building on the corner, across from the hospital. It’s a good location and could potentially be developed into physician offices. Discussion was held regarding making our successes public, emphasizing ‘joining’ not replacing current physicians. DIRECTION was given for a media release to be formulated by D.Calder, S.Jansen and L.Ross. Suggestion was for a quote from a couple of the members. The media release to be circulated in advance of release. Physician Recruitment & Retention Committee, Minutes – March 20, 2018 - 4 - 6. Other Business/Round Table Hospitalist – Explained as a physician, with their primary practice in the hospital. Can be a family doctor or an internist. Discussion was held. If there were individuals regularly covering in the hospital, perhaps that would draw more interest, as an incentive. Hospitalists would aid in freeing up time of current physicians. In Tillsonburg, 4 hospitalists would be ideal, with 1 working at a time. One has been recruited for Tillsonburg already, through advertising. Most hospitals within the Province have hospitalists. 7. Next Meeting – April 17, 2018 Notice will be given if meeting is cancelled. 8. Adjournment Resolution Moved By: Dr. Holowachuk Seconded By: S. Jansen THAT the Physician Recruitment & Retention Committee Meeting of March 20, 2018, be adjourned at 12:55 p.m. Carried = Attendance: Mayor Stephen Molnar Councillor Penny Esseltine David Calder, CAO, Town of Tillsonburg Sandy Jansen, CEO, TDMH Frank Deutsch, TDMH Board of Directors Dr. Jamie Cluett Dr. Brian Holowachuk Dr. Gerry Rowland Lesley Ross, Recruitment Coordinator, TDMH Lana White, Executive Assistant/Deputy Clerk, Town of Tillsonburg Regrets: Chair Dave Beres, Dr. Howard Lamb 1. Call to Order The meeting was called to order at 12:06pm. Councillor Penny Esseltine chaired the meeting. 2. Adoption of Agenda Resolution Moved By: Dr. Cluett Seconded By: Sandy Jansen THAT the Agenda as prepared for the Physician Recruitment & Retention Committee meeting of January 23, 2018, be adopted, with the addition of: - request for payment of financial incentives, M.Johnson - update report, Oxford County Recruitment Task Force Carried 3. Disclosures of Pecuniary Interest and the General Nature Thereof Dr. Rowland declared a conflict of interest with respect to Agenda Item 5.1. The Corporation of the Town of Tillsonburg PHYSICIAN RECRUITMENT & RETENTION Tuesday, January 23, 2018 12:00 noon Council Chambers 200 Broadway, 2nd Floor, Tillsonburg, ON N4G 5A7 MINUTES Physician Recruitment & Retention Committee, Minutes – January 23, 2018 - 2 - 4. Adoption of Minutes of Previous Meetings – September 19, 2017 Resolution Moved By: Dr. Cluett Seconded By: F.Deutsch THAT the Minutes of the Physician Recruitment & Retention Committee Meeting of September 19, 2017 be approved. Carried 5. General Business & Reports 5.1. Report CAO-17-02 – Physician Recruitment Incentive – Request for Reimbursement i) Information from Tillsonburg Family Physicians (provided separately) ii) Tillsonburg Recruitment Agreement, with Dr. Heeney D.Calder noted a correction to the recommendation contained in Report CAO-17-02. The Physician Recruitment and Retention Committee supports reimbursement of $10,000 to the Tillsonburg Family Physicians to cover the costs to improve the physical plant to accommodate the new recruit. The report incorrectly read $10,509.77. Noted as well, the recommendation was based on the program in place, therefore does not include a recommendation to assist with the mortgage. Clarification was given regarding housing offered by the hospital. It is in-kind housing, valued up to $7500, which the hospital owns and offers, rather than paying out additional costs. The housing offer is over and above the hospital’s 50/50 partnership with the Town. The asset(housing) was in place prior to the current incentive program, and was previously used by the hospital as an incentive. Discussion was held with regard to the current incentive program/model, the issue of Dr. Heeney’s mortgage, and the prepared agreement. With respect to mortgage costs, the clinic was advised that a subsequent request could be submitted for further consideration. If this Committee wants to make an amendment to the current model, that would require Council’s approval. Physician Recruitment & Retention Committee, Minutes – January 23, 2018 - 3 - There was further discussion and a suggestion of 6 months of housing support, up to a specified value. This would result in adding another bullet point/incentive to the current program. The following resolution was passed. Resolution Moved By: Dr. Rowland Seconded By: S.Jansen THAT the matter of mortgage support/rent support, as a consideration for the physician recruitment incentive program, be referred to the Hospital CEO and the Town CAO for further review and recommendation. Carried Discussion was held regarding Report CAO-17-02 and the recommendations contained therein, as well as supporting documents and submitted expenses, the agreement, and expectations. The following resolution was passed. Resolution Moved By: Mayor Molnar Seconded By: S.Jansen THAT the Physician Recruitment and Retention Committee receives Report CAO-17-02, Physician Recruitment Incentive – Request for Reimbursement; AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $36,000 for December 2017 to May 2018 to the new recruit for clinic overhead costs; AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $510.20 to the new recruit for moving expenses; Physician Recruitment & Retention Committee, Minutes – January 23, 2018 - 4 - AND THAT the Physician Recruitment and Retention Committee supports reimbursement of $10,000.00 to the Tillsonburg Family Physicians to cover the costs to improve the physical plant to accommodate the new recruit; AND FURTHER THAT the attached Tillsonburg Recruitment Agreement form be signed by the CEO, CAO, the relevant medical clinic and the new recruit. Carried Dr. Cluett and Dr. Holowachuck abstained from voting. The Recruitment Coordinator to arrange for execution of the agreement. 6. Other Business 1. Request for payment of financial incentives, Matthew Johnson The request has been submitted and will come forward at the next meeting. 2. Update report, Oxford County Recruitment Task Force Dr. Rowland provided an update. He has received formal notification that they have been funded another year by the County. The Task Force is working to increase its profile, through advertising and website presence. It was noted that the County group does not provide incentives. When a candidate applies to the County group, it is circulated to the County-wide group. Physicians planning to retire within 3 years can contact Dr. Rowland, confidentially for the file. As new candidates apply, with the candidate’s permission, their information can be passed on to the physician considering retirement. ‘Oxford County Physician Recruitment Update’ to be included on future agendas. 7. Next Meeting The 2018 meeting schedule was discussed. The next meeting to be scheduled for February 20 @ 12noon. Physician Recruitment & Retention Committee, Minutes – January 23, 2018 - 5 - Meetings to be scheduled for the 3rd Tuesday of every month, as placeholders. If a meeting is not needed, it will be cancelled for the month. Item(s) for Next Meeting: - With all 3 practices essentially at capacity, a request to discuss the possibility of setting up a clinic in the hospital, as a physical plant for future recruits. S.Jansen to bring forward information about that at the next meeting. 8. Adjournment Resolution Moved By: Dr. Holowachuk Seconded By: Dr. Cluett THAT the Physician Recruitment & Retention Committee Meeting of January 23, 2018, be adjourned at 1:02 p.m. Carried Tillsonburg Recruitment Agreement Welcome to your new career in the Town of Tillsonburg (the Town) and Tillsonburg District Memorial Hospital (TDMH). This document confirms that you agree to:  Practice in Tillsonburg for a minimum of five years.  Provide a minimum of four (4) full days/week of professional, medical services in Tillsonburg.  Cover your share of a combination of hospital inpatient coverage, and/or ED coverage, and/or Anesthesia services In turn, the Town and TDMH will:  Provide $829.42 in moving expenses for relocation to Tillsonburg.  Provide up to $2,990.00 for Clinic space and equipment updates to Tillsonburg Medical Clinic.  Provide $24,238.71 to you, for the first six months, for clinic overhead costs.  Reimburse $7,350.00 to cover housing costs for six months. We the undersigned concur with this Tillsonburg Recruitment Agreement. Sandy Jansen, President and CEO David Calder Tillsonburg District Memorial Hospital CAO, Town of Tillsonburg Physician Representative Dr. Matthew Johnson Tillsonburg Medical Clinic